allows you to schedule specific dates and times for your tourism programs. By organising program intakes, you can efficiently manage resources and market your offerings effectively, such as scheduling a "Coastal Wonders Photography Workshop" for "Every Saturday in November".
Accessing this feature
REQUIRES_DEVELOPER_INPUT
How to use it
View Your Intakes
When you first arrive at the "Manage Intakes" page, you will see a list of all your currently scheduled intakes.
If you have not added any yet, it will be a blank slate ready for you to create your first one!
Create a New Intake
To add a new intake, click the Add New Intake button.
You will usually find this button in the top right corner of your screen.
Once you click it, you will see a form pop up.
Program: This is the program, tour, or workshop you are scheduling an intake for.
Click on the dropdown menu and select the program from your list.
(If you haven't created your programs yet, you might want to do that first under "Manage Programs"!)
Intake Name: Give this specific intake a clear, easy-to-understand name, for example, "October Photography Workshop" or "Summer Reef Tour - Week 1."
Start Date: When does this particular intake begin?
Click on the date field, and a calendar will appear.
Pick your start date.
End Date: When does this intake finish?
Use the calendar to select the end date.
For single-day programs, your start and end dates will be the same!
Capacity: This is how many participants you can comfortably accommodate for this specific intake.
Be realistic here – whether it's the number of seats on your bus, spots in your workshop, or available guides.
Enter a number here.
Status: What's the current availability of this intake?
You will usually have options like:
Open for Bookings: Ready for guests to sign up!
Full: This intake has reached its capacity.
Closed: No longer accepting bookings (e.g., after the start date, or if you've decided to cancel it).
Cancelled: The intake is no longer running.
Choose the most appropriate status from the dropdown.
Description (Optional): If there's any specific information unique to this particular intake (e.g., "Special early bird pricing for this date!"), you can add it here.
Most of the time, your program's main description will cover things, but this is handy for special notes.
Save Your Intake
Once you've filled in all the details for your new intake, check to make sure everything looks correct.
Then, click the Save button.
You'll see it appear in your list on the "Manage Intakes" page.
Edit or Delete an Intake
To Edit: Find the intake you want to change in your list.
On the right-hand side of its row, you'll usually see an Edit button.
Click that, make your changes, and then click Save again.
To Delete: If an intake needs to be removed entirely, you'll typically find a Delete button next to the Edit button.
The system might ask you to confirm before it disappears.
With the "Manage Intakes" feature, you can:
Create new intake periods for all your tourism programs, tours, and workshops.
Set specific start and end dates for each offering, making your scheduling precise.
Define the maximum number of participants (capacity) for every intake, ensuring you never overbook.
Update the status of an intake instantly (e.g., 'Open for Bookings', 'Full', 'Cancelled') to keep your guests and team informed.
Edit existing intake details if your plans change or you need to make an adjustment.
View all your scheduled intakes in one clear list.
Link intakes to specific programs you offer, keeping everything connected.
Plan your resources effectively based on upcoming intake schedules.
This is your central hub for managing the availability of all your tourism experiences!
Tips
Here are a few tips to help you become an intake-scheduling superstar:
Plan Ahead: Try to schedule your intakes as far in advance as possible. This gives you plenty of time for marketing and allows guests to plan their trips.
Be Realistic with Capacity: Setting a realistic capacity for each intake is key to delivering a high-quality experience and avoiding burnout for your team.
Keep Intake Statuses Updated: Make it a habit to regularly check and update the status of your intakes. If an intake is full, change it to 'Full'.
Need help?
For further assistance, contact us at [email protected]